Question

require users to populate metadata through client

Updated May 16, 2014

asked on May 14, 2014

Is there a way in the LF client to require users to populate a metadata field?

We have users who are going to be dragging and dropping files into the LF client and would like to have a way where a field is automatically assigned to a document, and the document will not save to the repository until a user has put a value into that field.

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replied on May 14, 2014 • Show version history

Chad, You also can take that setting from the attributes of the user you set it up on and import that setting to others. You can easily create several versions, one for each default template you wish to set up.

Also, it might be useful if instead, the "<Use parent Folder's template>" was set as the default template for new documents. This would help if no one is allowed to add files to the root of the repository and each of the folders has a template. This is the only way to have the template change based on your filepath when adding new documents.

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replied on May 14, 2014

Oh, good idea! Copying attributes is almost like having a centralized group policy configuration. If only there was a more visual interface. For example right click user, select tools, options, get the same Window you get in the client.

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replied on May 14, 2014 • Show version history

So once you import that setting to another user or group, is there way to ensure that users can't access the settings on the client to change the default template?

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replied on May 16, 2014

Margaret,

I am not aware of any setting that would allow that to happen. In fact, the settings from an import or adding them directly to an account manually will only be in effect when that user next logs in. It is usually recommended to have the user log out and log back in after making changes to ensure the new settings are being used.

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replied on May 14, 2014

To enable a default template for new documents go to Tools / Options / New Documents / General. Under Default Template select the template. This should be done on the client installed on each of the users you would like a specific template assigned to new documents.

To make a field a required entry login to the administration console and go to your repository, metadata management, fields. Open the field and check "Required". You can also make a field required from the template properties under templates, this still changes the field and all templates that use that field to be required.

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replied on May 15, 2014

A workflow is (again) a good candidate to enforce your requirement that could include an eMail reminder sent to the entry owner, altogether with a mix of escalation, routing and business process activities. Let me know if you need additional advice and clarification.

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require users to populate metadata through client

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